school user guide (v5.0)...to access this function, click the ‘import student enrolment data’...

Student Conveyance Allowance System

School User Guide (v5.0)

Published by the Department of Education and Training Melbourne May 2017 © State of Victoria (Department of Education and Training) 2017 The copyright in this document is owned by the State of Victoria (Department of Education and Training), or in the case of some materials, by third parties (third party materials). No part may be reproduced by any process except in accordance with the provisions of the Copyright Act 1968 the National Education Access Licence for Schools (NEALS) (see below) or with permission. NEALS is an educational institution situated in Australia which is not conducted for profit, or a body responsible for administering such an institution may copy and communicate the materials, other than third party materials, for the educational purposes of the institution. Authorised by the Department of Education and Training, 2 Treasury Place, East Melbourne, Victoria, 3002. ISBN [to be inserted if required] this document is also available on the internet at at http://www.education.vic.gov.au/school/principals/finance/Pages/transportscas.aspx

http://www.education.vic.gov.au/school/principals/finance/Pages/transportscas.aspx

Contents 1 Introduction ..................................................................................................................................... 5

1.1 Purpose .............................................................................................................................................. 5

1.2 Quick Links ......................................................................................................................................... 5

2 System Access .................................................................................................................................. 9

2.1 Security Roles ..................................................................................................................................... 9

2.2 User Roles .......................................................................................................................................... 9

2.3 Data Access ........................................................................................................................................ 9

2.4 SCAS Login .......................................................................................................................................... 9

2.5 SCAS Logoff ...................................................................................................................................... 11

3 Manage Students and Applications .................................................................................................. 12

3.1 Student Enrolment Data Sources ..................................................................................................... 12

3.2 Creating and Updating Student Enrolment Data (non-government schools) ................................. 12

3.3 Student Search ................................................................................................................................. 18

3.4 Create New Application ................................................................................................................... 21

3.5 Roll Forward Applications ................................................................................................................ 38

4 Claims ............................................................................................................................................. 40

4.1 Claim Periods ................................................................................................................................... 40

4.2 Claimable Applications..................................................................................................................... 40

4.3 Preview a Claim and Request School Approval ............................................................................... 40

4.4 Modifying or Deleting a Claim ......................................................................................................... 43

4.5 Revise a Claim .................................................................................................................................. 43

4.6 Search Claims and Payments ........................................................................................................... 43

5 Reports ........................................................................................................................................... 46

5.1 Applications Report ......................................................................................................................... 46

5.2 Student Payments Report ................................................................................................................ 47

5.3 Transport Summary Report ............................................................................................................. 48

6 Troubleshooting .............................................................................................................................. 49

6.1 SCAS Login ........................................................................................................................................ 49

6.2 Student Search ................................................................................................................................. 49

6.3 Cannot Create a Student (non-government schools) ...................................................................... 49

6.4 Import Student Enrolment Data (non-government schools)........................................................... 50

6.5 Application Failure ........................................................................................................................... 55

6.6 Delete Application ........................................................................................................................... 55

6.7 Claims ............................................................................................................................................... 55

7 Help................................................................................................................................................ 57

7.1 Contacting the SCAS Helpdesk in the Family Payment Unit ............................................................ 57

7.2 Student Conveyance Allowance System (SCAS) .............................................................................. 57

7.3 For Information Regarding Conveyance Allowance ........................................................................ 57

Appendix 1 View Application Screens ......................................................................................................... 58

Appendix 2 Sample Reports ....................................................................................................................... 66

Glossary .................................................................................................................................................... 72

SCAS School User Guide 5

1 Introduction This guide is produced by the Family Payments Unit (FPU) of the Department of Education and Training. The Family Payments Unit (FPU) is responsible for the management of the Student Conveyance Allowance Program and the Student Conveyance Allowance System (SCAS).

1.1 Purpose The purpose of this guide is to assist schools in the use of the Student Conveyance Allowance System (SCAS).

1.1.1 Student ‘Conveyance Allowance Application’ Form

Completed conveyance application forms must be submitted to the students’ school for input into SCAS in accordance with the ‘Conveyance Allowance Policy’ and see the Section for Administration by Schools. Schools need to request a completed conveyance application form signed by the parent or guardian prior to creating an application in SCAS in the following circumstances:

Students applying for the allowance for the first time at this school;

Existing conveyance allowance claimants who have a change of circumstances affecting eligibility.

For example are:

o Moving residence;

o Changing their mode of transport;

o Changing schools/campuses.

However if schools are satisfied that existing conveyance allowance claimants have no changes of circumstance then there is no need for annual ‘Student Conveyance Allowance Application’ forms to be submitted to the school.

Current ‘Student conveyance application forms’ can be found at: http://www.education.vic.gov.au/school/principals/finance/Pages/conveyance.aspx

1.2 Quick Links The following provides links to the relevant sections within this user guide.

1.2.1 Gaining Access to SCAS

How do schools get access to SCAS?

Schools should contact the Family Payment Unit (FPU) to request access to the SCAS system.

Click here for more information.

How is security roles allocated to school users?

Security roles within the system are assigned to government school users through their EDU001 user accounts, and to non-government school users through EDUWEB accounts.


What roles are available for school users?

Each authorised school user account is assigned the role of ‘Provider User’, or ‘Provider Approver’, or if appropriate, both.


Can other schools see my school records?

http://www.education.vic.gov.au/school/principals/finance/Pages/conveyance.aspx


No. Each school user account is authorised to access data only for its own school.


How do school users login to SCAS?

Schools login to the SCAS system through a ‘School Portal’, using a web browser.


1.2.2 Creating a Conveyance Allowance Application

How do schools enter the necessary personal details of students applying for a conveyance allowance?

For government schools, the SCAS system obtains data from Cases21. Government schools will continue to maintain and update student details using the Cases21 system.


Non-government schools may enter data directly into the SCAS system or use the data import facility available in SCAS.


How do schools enter enrolment and travel details for a conveyance allowance application?

Conveyance allowance details must be entered directly into the SCAS system. To create a new application, follow these steps:

Search for the student record: click here for more information;

Create the new application: click here for more information;

Does the SCAS system check to see if the application is valid?

Yes, SCAS checks that the application meets the eligibility requirements.

Click here for more information;

What checks are applied by the system?

The system applies checks on student enrolment, transport details, and applicant details.

Enrolment Details: click here for more information;

Transport Details: click here for more information;

Applicant Details: click here for more information.

Are schools able to override the system checks?

Schools are able to use various Application Overrides for some system checks directly, and may request other Application Overrides by contacting the FPU.

Application Overrides: click here for more information.

Can schools delete or modify an application?

Yes, an application may be modified or deleted by a school.

To ‘Modify’ an Application: click here for more information.

To ‘Delete’ an Application, you should first view it, and then select the ‘Delete’ button:

Delete: click here for more information.


1.2.3 Creating and Submitting a Claim

How do schools create a claim?

A claim consists of one or more ‘claimable’ conveyance allowance applications.


How do schools submit a claim in SCAS?

Schools submit a claim in SCAS by using the ‘Submit’ button on the ‘View Claim’ screen.


How can schools track the status and progress of a claim?

Schools should check the ‘Claim Status’ using the ‘View Claim’ option


Can schools modify or delete a claim?

Schools cannot delete a claim, but may modify a claim after it is rejected by FPU.


How will schools know if there is a problem with the validity of the claim?

A claim may be suspended by FPU: the claim suspension status is visible to the school user from the ‘View Claim’ option.


What action must a school take if a claim is rejected?

A claim may be rejected for a variety of reasons: a school should log into SCAS and review the ‘Rejected Note’ relevant to each application and take the appropriate action.


How many claims must schools submit each year?

Schools must submit a claim in each of the four (4) claim periods: a claim period equates to a school term.


How will schools know claim period deadlines?

Schools should check the SCAS system calendar for details of the claim period deadlines or check the closing dates on the SCAS home page.


Will schools have to re-enter application information for each new Term?

If there are no changes to an application, the application will continue until the travel end date recorded in the application has been reached.



How will schools Roll Forward Applications into the next school year?

The SCAS system provides a ‘Roll Forward Applications’ facility on the ‘Control Panel’ to assist schools in this process.


1.2.4 Reporting

Can schools report on the value of payments made to students for specific periods?

Yes. Schools may produce reports on payments to students.



2 System Access SCAS is made available to schools via the web.

Government schools can access the web portal using their Employee ID number and EduMail password.

All non-government school users require an EduWeb account. Non-government schools should already have an EduWeb account used to access other DET systems. The Principal or delegate holds details of this account.

EduWeb accounts can be created on line through the following DET link:

http://www.eduweb.vic.gov.au/public/accmgt/newaccount/ or

Contact the DET Service Desk, 1800 641 943

2.1 Security Roles To use the SCAS system a user must be authorised and authenticated. Government school users will be granted access through their EDU001 accounts. Non-government school users will access the system using authorised EDUWEB accounts.

2.2 User Roles To gain access to your school’s SCAS system you must submit a ‘SCAS Staff Details’ form to the Family Payments Unit (FPU). On that form, you must specify the level of access required by each user.

School users have available two role types, School User and School Approver.

The ‘Provider User’ role has access to all functions with the exception of submitting a claim. Users with the ‘Provider Approver’ role have access to all the SCAS system functionality. If appropriate, both roles (‘User’ and ‘Approver’) can be assigned to the same person.

SCAS can support either a ‘Provider User’ or a ‘Provider Approver’ role for multiple schools.

2.3 Data Access Note that access to each school’s data is protected by security integrated into the SCAS system: each school may access only its own data.

2.4 SCAS Login The SCAS system is accessed through a web browser. To login to the system, do the following:

Open a web browser;

Type the SCAS URL https://scas.eduweb.vic.gov.au/scas into the browser address field;

Press ‘Enter’: a screen similar to Figure 2-1 below will be displayed:

http://www.eduweb.vic.gov.au/public/accmgt/newaccount/

https://scas.eduweb.vic.gov.au/scas


Figure 2-1 Login Panel

It is recommend that users populate the bullet for ‘This is a private computer’ to maximise the automatic log out period for non-activity.

Key in your user name and password and click ‘Log On’.

For government school users your Domain\user name: is your Employee ID number and your Password: is your network password.

For non-government school users your user name is your EduWeb user name and your Password: is your EduWeb password.

After successfully logging in, the SCAS ‘Control Panel’, the ‘Welcome Screen’ and ‘Calendar’ are displayed (Fig 2-2 below).

The centre panel of this screen contains a brief summary of the status of claims.

Figure 2-2 SCAS Control Panel, Welcome Screen and Calendar for a non-government school

Enter user name

Enter Password

Log On

SCAS ‘Control Panel’

Functions available only for non-government

schools

Summary of current claim

SCAS important

dates


The three sections of this initial screen are described below.

2.4.1 SCAS Control Panel

This SCAS ‘Control Panel’ provides access to all the SCAS functions.

2.4.2 Welcome Screen

The panel in the centre of the ‘Control Panel’ is the welcome screen; it displays a summary status of claims.

2.4.3 System Calendar

The panel on the right hand side of the ‘Control Panel’ is the SCAS calendar of important dates.

2.5 SCAS Logoff To exit from the system click the ‘Logoff’ link see below:

Figure 2-3 SCAS Logoff link

Logoff


3 Manage Students and Applications This section covers managing all aspects of student enrolment data, as well as creating and managing conveyance allowance applications.

3.1 Student Enrolment Data Sources In order to create conveyance allowance applications, the SCAS system must be populated with student data.

For government schools:

o All relevant student enrolment data is obtained from and synchronised with Cases21 by

an overnight process.

o Student enrolment data cannot be manually entered in SCAS; it is to be kept up to date in

Cases21.

For non-government schools:

o Student enrolment data should be entered using the ‘Import Student Enrolment Data’

option. The manual process may only be used if the number of enrolments is less than

ten.

Government school users should skip directly to section 3.3 ‘Student Search’ of this document.

The following section 3.2 is relevant to non–government schools only.

3.2 Creating and Updating Student Enrolment Data (non-government schools) As there is no IT integration between non-government school systems and SCAS the following processes are designed to detect changes that may affect the student’s eligibility to receive conveyance allowance.

Each non-government school must populate SCAS with its student enrolment data before conveyance allowance applications can be created. The SCAS system provides two methods:

Automated input of single, or multiple student data records using the ‘Import Student Enrolment

Data’ tool;

o The import file should only contain students applying for the conveyance allowance, not

the entire school enrolment data base.

Manual input of each student’s data, using ‘Create New Student’, followed by ‘Save Student’;

Either, or both, of these methods may be used by non-government schools to both enter and update student enrolment data into SCAS.


3.2.1 Create New Student – Manual Input

If you have a large number of conveyance allowance students, (more than ten) it is strongly recommended you use the import student facility rather than entering students manually.

See 3.2.2 below.

To manually enter a new student record, select the ‘Student Search’ option from the SCAS ‘Control Panel’, and then click the ‘Create New Student’ button, as shown below (Fig 3-1).

Figure 3-1 Student Search screen

The system then displays the ‘New Student’ screen, shown below (Fig 3-2).

New Student Screen - Save Student

The ‘Save Student’ option is used both to save a new student record, and to save updates and amendments to a student record.

Figure 3-2 Input new student / Edit existing student screen

Save Student

Create New Student


To create a new student record, enter all mandatory information.

To amend a student record, change the relevant fields.

Complete the operation by clicking the ‘Save Student’ button.

If the student record is created successfully, the system displays the ‘Data has been saved successfully’ message.

The student enrolment record is now complete, and ready for the creation of an Application.

Note: New Student Screen - Save Student processing:

SCAS cannot map to a PO Box or RMB address. If a component of the street address is incorrect

e.g. misspelling of street name etc. then SCAS will display:

o You cannot ‘Create’ or ‘Modify’ an Application until the address has been corrected.

You may need to check with the parent for the correct street description,

especially in remote locations.


3.2.2 Import Student Enrolment Data

As there is no IT integration between non-government schools systems and SCAS the following processes are designed to detect changes that may affect the student’s eligibility to receive conveyance allowance.

Typically, non-government schools manage their student enrolments through their own system. For efficiency and accuracy gains, it is recommended that schools import their student enrolment data into SCAS using a file formatted as specified in section 6.4. ‘Import Student Enrolment Data’.

Note: that only students claiming the allowance should be included in this file.

Only non-government school users are able to enter or amend student enrolment details in bulk by using the ‘Import Student Enrolment Data’ facility.

To access this function, click the ‘Import Student Enrolment Data’ option in the SCAS ‘Control Panel’, and the ‘Student Import’ screen will be displayed see (Fig 3-3) below:

Figure 3-3 'Student Import' initial screen – select Student Enrolment Data file

To select the prepared import file, key in the name of the file or use the ‘Browse’ button to locate and select the file. Click the ‘Import’ button to import the file.

Click on the ‘Check Progress’ button to see the results.

The results screen (Fig 3-4) will appear while SCAS processes each student’s record in the import file:

Browse for the import

file Enter the import file

name

Student Import Screen


Figure 3-4 'Student Import' - processing screen with 'Check Progress' button

SCAS will process the import file until the ‘Import Status:’ is ‘Complete’ however conveyance allowance payments cannot be made unless all errors are corrected.

Click on the ‘date’ in the ‘student import history’. The records in your ‘complete’ import will each have icons as displayed in the table below.

The following ‘Icons’ indicates which students / records in your file need corrective actions.

Refer to Table 1 below (Tab 3-1):

Icon

Reported Comments

Actions to be Taken -

‘Import Student Enrolment Data’ process

NO Error – SCAS has updated the

student’s enrolment None

Error - SCAS has updated the

student’s enrolment Correct your import file and

Import your file again

Error – SCAS has NOT updated

(rejected) the student’s enrolment Correct your import file and


Table 3-1 'Student Import' – ‘Icon’ reported

Notes on ‘Import Student Enrolment Data’ processing:

SCAS will report on any student imported with a bad address as ‘Address is Invalid’

Use the ‘Message’ description to assist the trouble shooting process / correction of errors

You may elect to use the ‘Student Import History’ process to check if errors exist on any previous

import attempts.

The and ‘Icon’s indicate an error, refer to Figure 3-5 'Student Import' – ‘Informational messages’

Figure 3-5 'Student Import' – ‘Informational messages’

Check Progress

Icon reported

Rejected record

Message reported


3.2.3 Student Import History

To track the status of the import process, choose ‘Student Import History’ on the SCAS ‘Control Panel’ see Fig 3-6 below.

Figure 3-6 'Student Import History' screen

Check the import file history by clicking the appropriate link shown in the ‘Date’ column; the screen below will appear (Fig 3-7).

Figure 3-7 'Student Import' screen showing import status

Click the relevant link to

check on progress

Message reported

Icon

reported


3.3 Student Search

Click the ‘Student Search’ option in the SCAS ‘Control Panel’; the screen below will be displayed (Fig 3-8):

Figure 3-8 Student Search screen

A search results table is displayed. Each of the entries in the ‘Student ID’ column (shown in blue) is a hyperlink to the full student enrolment record.

To select a student click the blue hyperlink.

If the required student record is not visible in the search results table, a student search can be made by using the search fields (see Fig 3-8 above).

When the student record is found, click the link (shown in blue) in the ‘Student ID’ column to display the current student information.

This information is used for managing student conveyance allowance Applications; from here you may create new applications for a student, view current and past applications and application payment history.

The lower part of the screen displays the following:

The ‘Applications’ tab, which shows current and past applications.

The ‘Payments’ tab, which shows the application payment history.

Search Results Table Click to see

student record

Search fields


3.3.1 Government Schools

Figure 3-9 Student screen for a government school showing details of a student enrolment record

3.3.2 Non-Government Schools

Figure 3-10-1 Student screen for a non- government school showing details of a student enrolment record

Read Only student data in SCAS is managed through Cases21

Application history is

shown

Applications tab is selected

Student data can be amended through:

Manual Input or the

Import Student Enrolment Data process

Applications tab is selected

Application history is shown


3.3.3 View Application History Using Applications Tab

The application history shows a summary entry for the current application, and any past applications.

Fig 3-10 Application History

3.3.4 View Application Payment History Using Payments Tab

With the ‘Payments’ tab selected the screen below shows the payment summary history information for each application.

Fig 3-10-1 Application Payment History


3.4 Create New Application

From the SCAS ‘Control Panel’, click the ‘Student Search’ option, search for a student, and then click the desired ‘Student ID’ link. The ‘View Student’ screen will appear (Fig 3-11).

To create an application click the ‘Create New Application’ button as shown below:

Figure 3-11 'View Student' screen showing 'Create New Application' button

The ‘Create New Application’ screen will appear (Fig 3-12) below.

Figure 3-12 'Create New Application' screen showing the initial ‘Enrolment Details’ tab

‘Read only’ student

information data

System generated interactive route map

Table of nearest school

campuses

Enrolment Details tab is

selected

These fields may be changed to

suit


To create an application you must complete the following stages, presented in the three tabs below

(Fig 3-13):

Figure 3-13 'Create New Application' – the three tabs

Each tab must be completed before proceeding to the next; a typical sequence would be:

Complete the ‘Enrolment Details’ tab, then click ‘Confirm & Next’;

Complete the ‘Transport Details’ tab, then click ‘Confirm & Next’;

Complete the ‘Summary and Finish’ tab:

o Tick the ‘User Certified’ statement box, ‘I hereby certify that the information provided

within this application is true and correct to the best of my knowledge.’

o Then click the ‘Confirm & Finish’ button.


3.4.1 Enrolment Details tab

This tab displays ‘read only’ student enrolment information at the top of the screen to assist the Create Application process.

This information can only be changed for:

Government schools:

o through Cases21

Non-government schools by the process:

o Manual Input or

o Import Student Enrolment Data

After completing the required fields, the system displays:

The route from the student’s residential address to the selected campus;

A map of the calculated route, and the corresponding distance;

A table of school campuses (including distance) nearest to the student’s residential

address will be displayed

Notes:

If SCAS is unable to calculate a route and distance from the student’s home to the selected campus,

it displays the message ‘unable to calculate distance’.

o The school should verify /correct the residential address and if necessary change the

students SCAS enrolment details.

SCAS will display the list of matching campuses nearest to the student residence

Example: if the student is enrolled at a government primary school, the list of school campuses presented in this table will be government primary schools.

An example of the route map and table of nearest campuses is shown in below (Fig 3-14):

Figure 3-14 'Enrolment Details' tab - Route map and nearest campuses table

When all required fields on the ‘Enrolment Details’ tab have been entered, click the ‘Confirm & Next’ button

to progress to the next tab.


3.4.1.1 Student is on PSD Program

The Program for Students with Disabilities (PSD) ONLY applies to Government schools, usually for Special Schools or Specialist Schools.

As default, SCAS automatically populates this field as ‘No’.

Non-Government Schools should always ensure ‘No’ is selected as the PSD program does NOT apply.

3.4.1.2 Provider Type Special Schools

When selecting from the ‘Provider Type’, drop down list, ‘Special School’, SCAS will display an additional field ‘Does student live within the designated transport area (DTA)?’

The User MUST select either ‘Yes’ or ‘No’ as part of the ‘Create New Application’ or ‘Modify’ Application Conveyance Allowance Program (CAP) eligibility process.

NULL or a blank entry cannot be accepted and will fail the process.

The ‘Does student live within the designated transport area (DTA)?’ field will ONLY appear if the ‘Special School’ ‘Provider Type’ is selected regardless if the school is either a Government or Non-Government school.

From a CAP perspective DTA apply ONLY to Government Schools.

For Non-Government ‘Special Schools’ to overcome SCAS functionality issues, we recommend that Users select ‘Yes’ as a work around. This will assist with the CAP eligibility for Applications.

If ‘No’ is selected the Application will fail CAP eligibility regardless of any Override Reason Code (ORC) is used.


3.4.2 Transport Details tab

A complete ‘Transport Details’ tab is shown in Fig 3-15 below:

Figure 3-15 'Create New application' screen showing the 'Transport Details' tab

Read only information is shown at the top part of the screen, together with fields which you must complete, displayed below it. The read only information is shown in Fig 3-16 below:

Figure 3-16 'Transport Details' tab - common ‘read only’ information

You must complete the first three fields shown in Fig 3-17 below:

Figure 3-17 'Transport Details' tab - allowance type and travel start and end dates

If the ‘Student claiming’ field is set to ‘Off campus only’, the system does not display any ‘Travel Mode’ fields, but if either of the other choices are made, the system displays the ‘Travel Mode’ field, as follows (Fig 3-18):

Note: The ‘Off campus only’ or ‘To/From School Allowance and off campus’ drop down selection will only appear for students in ‘Year Level’ 11 or 12.

Read only data

Fields to be completed by

users

Current status of the application


Figure 3-18 'Transport Details' tab - 'Student claiming’ with ‘To/from school and off campus’ selected, ‘Single or Multi mode transportation’ field with ‘Single’ selected

The choice of ‘Single or Multi mode transportation’ also determines the number of ‘Travel Mode’ sequence(s) displayed; for ‘Single’, one travel mode sequence is displayed, and for ‘Multi-Mode’, the system displays two travel mode sequences.

The choice of ‘Travel Mode’ determines which other fields are displayed. Travel modes can be split into two main categories:

Public transport, consisting of Public Bus, or Train: the allowance for travel on public transport is

based on tickets, which range from Daily tickets through to Yearly tickets.

Note: The school SCAS user must advise students to purchase the most economical ticket available to them. A more costly ticket will not be approved by FPU.

Private transport, consisting of Bicycle, Motorcycle, Private Bus, Private Car, and Private Taxi:

travel on private transport is based either on a fixed allowance (Bicycle, Motorcycle, Taxi), or on

the distance travelled (Private Bus and or Private Car).


3.4.2.1 Travel Modifier

The ‘Travel Modifier’ feature adjusts the normal payment amount on a percentage basis for the specific Travel Mode(s) in an individual Application.

The FPU must enable the ‘Travel Modifier’ before a school can use the feature.

The ‘Travel Modifier’ description type and the ‘Percentage’ adjustment will appear in the Application. Refer to the figure below for an example.

Notes:

The FPU must enable the ‘Travel Modifier’ feature before use by the SCAS user at the school;

Any consideration for the use of the ‘Travel Modifier’ must be compliant with conveyance allowance

policy

Examples:

If the ‘Percentage’ is 50, then the conveyance allowance payment amount for that ‘Sequence’,

‘Travel Mode’ is reduced by 50% for that specific ‘Travel Mode’;

Could be used for ‘Split Custody’ or different Travel Mode(s) for AM and PM times

After the ‘Travel Mode’ information is completed, progress to the next tab by clicking the ‘Confirm & Next’ button.

‘Travel Modifier’ description type

‘Percentage’ value adjustment


3.4.3 Summary and Finish tab

‘Summary and Finish’ tab is shown below (Fig 3-19):

Figure 3-19 'Create New Application' screen - 'Summary and Finish' tab.

You may elect to either:

Click on the ‘Previous’ button to edit the information in the ‘Transport details’ tab;

Complete the Create Application process by:

o Ticking the ‘User Certified’ box to accept that ‘I hereby certify that the information provided

within this application is true and correct to the best of my knowledge’:

Click the ‘Confirm & Finish’ button to finalise the create Application process;

Return to the ‘View Application’ screen

Click the ‘Add/Edit Overrides’ button to manage your Overrides:

o Proceed to section 3.4.5 ‘Application Overrides’ of this document for details

Click the ‘Applicants Details’ button to edit the non-mandatory parent or guardian information:

o Proceed to section 3.4.4 ‘Applicant Details’ of this document for details.

Note the change of

status of the application

User Certified box needs to be

ticked

Add/Edit Overrides


3.4.4 Applicant Details

The applicant (that is usually the parent or guardian) information is optional.

It is not mandatory to enter or update applicant information.

A complete ‘Applicant Details’ tab is shown below (Fig 3-20):

Fig 3-20 Applicant details in the ‘Create New Application’ Screen.


3.4.5 Application Override

SCAS provides an ‘Application Override’ facility (commonly known as an Override) in recognition that circumstances may arise whereby the conveyance application falls outside the conveyance allowance policy. These applications require an override with a reason code applicable to that specific situation otherwise the application will be deemed ‘Not Claimable’.

Notes: Overrides:

There is no need for any Override if the Application is ‘Claimable’;

o

Only use an Override that is relevant to your Application / conveyance allowance policy;

You may need evidence (as an attachment file) in SCAS to support your Override;

o SCAS supports most popular format types when attachment(s) are used;

Examples: Microsoft WORD, EXCEL, Notepad, Adobe PDF

An Override does not guarantee a CA payment for an Application;

Multiple Overrides may be used in an individual Application;

Any Override in an ‘Applied’ state will be excluded from your conveyance allowance claim:

o Until the FPU checks the Override for conveyance allowance policy compliance;

If ‘Accepted’, the Application will be included in your CA claim;

If ‘Rejected’ the Application will be excluded from your conveyance allowance

claim:

SCAS will notify all your school’s SCAS users / approvers by email;

An ‘Existing Note’ for the reason why the Override was rejected will be

provided in the Application;

Click on the ‘Add/Edit Overrides’ button as shown on the 'Create New Application' screen - 'Summary and Finish' tab screen (3-19 above) to start the Override process.


3.4.5.1 Add Override

Click the ‘Add Override’ button, to display the panel below (Fig 3-21-1):

Figure 3-21-1 ‘Add Override’ panel

Additional overrides may be added by clicking the ‘Add Override’ button again.

The ‘Save Overrides’ button is used to save overrides.

Figure 3-21-2 below shows a completed Override, ‘Override Note’ and ‘Override Attachment’.

Figure 3-21-2 ‘Add Override’ panel

Pick a reason for an override from a drop down list

An explanatory note must be

entered

An attachment may be

included in support of the

override Save overrides to continue


3.4.5.2 Delete Override

To delete an override, use the ‘Delete Override’ button. After the ‘Delete Override’ button has been clicked, click the ‘Save Overrides’ button to record the deletion in SCAS.

Note that overrides which have been automatically ‘Applied’ by SCAS or in a ‘Rejected’ state do not have a ‘Delete Override’ button, and hence cannot be deleted in this manner. Contact the SCAS Helpdesk in the FPU for support regarding this matter.

3.4.5.3 User Certified Statement

Tick the ‘User Certified’ box if you accept that ‘I hereby certify that the information provided within this application is true and correct to the best of my knowledge.’

Click the ‘Confirm & Finish’ button to complete the create Application process.

Refer to the following screen below Figure 3-22-1 for details.

Figure 3-22-1 'User Certified’ screen

3.4.5.4 Application Confirmation

3.4.5.4.1 Application has an Override in an ‘Applied’ state

In the example below, this ‘Application has an Override in an ‘Applied’ state and the Application is ‘Not Eligible’ and ‘Not Claimable’. At this stage, the Application is excluded from the CA Claim.

Figure

3-22-2 'Application Confirmation' screen – Override Applied – Not Eligible - Not Claimable

Any Override in an ‘Applied’ state will be excluded from your conveyance allowance claim until the FPU checks the Override for conveyance allowance policy compliance:

If ‘Accepted’, the Application will be included in your conveyance allowance claim:

o The Override will be in the ‘Accepted’ state;

o The Application will indicate as ‘Claimable’ with a green tick.

If ‘Rejected’ the Application will be excluded from your conveyance allowance claim:

o SCAS will notify all your school’s SCAS users / approvers automatically by email;

o The reason why the Application / Override was rejected will be provided in the Application

‘Existing Notes’ field:

The school SCAS user will need to make the appropriate changes to the Application

and ‘Re-Submit’ the claim again.

Tick the ‘User Certified’ box to accept the statement

‘Confirm & Finish’ button


3.4.5.4.2 Application has No Override

This is another example of an Application Confirmation: here the Override status is ‘None’ and the Application is ‘Eligible’ and ‘Claimable’.

Refer to Figure 3-22-3 'Application Confirmation' screen – Override None – Eligible - Claimable below.

Figure 3-22-3 'Application Confirmation' screen – Override None – Eligible - Claimable

3.4.6 View Application

This option enables a user to browse the contents of an Application; it also provides options to Modify, Delete, and Print the Application.

View Application can be accessed after the ‘Application Confirmation’ process or clicking on the student’s ‘Application ID’ hyperlink in various SCAS screens.

Fig 3-23 below shows the ‘View Application’ screen with the ‘Application Summary’ tab selected.

Figure 3-23 'View Application' screen showing an application with ‘Changes to students details detected'

For government schools, changes in the student’s enrolment details are held in Cases21. These will be detected by SCAS via the overnight synchronisation process.

For non-government schools, student enrolment changes will be detected by SCAS via the Manual Input or ‘Import Student Enrolment Data’ file process.

A completed SCAS Application is based on point in time student data. If the student enrolment data is updated by government or non-government enrolment systems, SCAS needs to receive this update.

Then the completed/existing SCAS Application needs to be reviewed by the school and in most cases to follow the ‘Modify’ process to check if the student’s new enrolment data affect conveyance allowance eligibility.

Examples of the ‘View Application’ screen are presented inAppendix 1 View Application Screens.

Changes detected in this enrolment record


3.4.7 Modifying an Application

An Application may require modification where the details for a student or applicant have changed, where new or altered transport details are required, or where a claim has been rejected by FPU.

‘Modify Application’ functionality is accessed via the ‘Modify’ button on the ‘Application Summary’ tab of the ‘View Application’ screen, shown below (Fig 3-24):

Figure 3-24 'View Application' screen - Modify button

When the ‘Modify’ button is clicked, SCAS will check if the Application is at an:

‘Complete’ status and has been ‘Paid’ in a claim; (go to section 3.4.7.1 of this document)

‘Complete’ status and has not been ‘Paid’ in a claim; (go to section 3.4.7.2 of this document)

‘Draft’ (incomplete) status (go to section 3.4.7.2 of this document)

3.4.7.1 ‘Complete’ status and has been ‘Paid’ in a claim

SCAS has the ability to adjust payments (either positive or negative) in the next submitted claim if an Application has incorrect ‘Transport Details’.

Example: The Application ‘Travel Mode’ was originally configured as ‘Public bus’, with a ‘Victorian Student Pass - Half Yearly’ ticket however the Application should have been configured as ‘Private Car’, ‘Furthermost’ since the start of the year.

SCAS will calculate what was ‘Paid To Date’ in the original Application; what should have been paid if the Application was correctly configured; end the original Application; start a new Application in the current term and adjust either a positive or negative amount in the new Application.

Notes:

Use ‘Claim History’ or ‘View Claim’ to see actual payment adjustments

The ‘Estimated Payments’ screen:

o in the original Application:

will not reflect accurate dollar values until the current claim is at a ‘Paid’ state

o in the new Application:

will reflect accurate dollar values

Any unpaid arrears will be included in the adjustment

Modify an Application

Application Summary

tab is selected


When the ‘Modify’ button is clicked, the ‘Modify Application’ screen will appear:

Click on the ‘Yes’ button to continue with the ‘Modify Application’ process:

o SCAS will automatically default the commencement date to the first school day of the

current term

Click the ‘Next’ button to continue

Click the ‘Confirm’ button to continue

Modify / change the appropriate field(s) in your Application

When completed, you may elect to ‘View Application’ that will display a screen similar to that shown

below.


3.4.7.2 ‘Complete’ status and has not been ‘Paid’ in a claim and ‘Draft’ status

The ‘Modify Application’ screen will appear, see below (Fig 3-25):

Figure 3-25 'Modify Application' - initial screen

To change the application end date click the ‘Yes’ button for all other changes click the ‘No’ button.

3.4.7.3 Change Travel End Date

Change the ‘Date travel ends’ in the format ‘dd/mm/yyyy’ or use the calendar tool, then click the ‘Next’ button. To confirm the date, click on the ‘Confirm’ button see Fig 3-26 below:

Figure 3-26 'Modify Application' - change 'Travel End' date confirmation

To Modify the end date of an

application press ‘Yes’

For changes other than to the end date,

press ‘No’

Click the Confirm button to change the Application Date travel ends


3.4.7.4 Change Any Other Application Data

Clicking the ‘No’ button on the Modify screen (Fig 3-25 above), prompts you to enter the date from which any changes (other than travel end date) will be effective.

Note: this date cannot be greater than the last school day of the current calendar year.

What happens next depends on the date entered, and is described by one of the following three scenarios:

The date entered (and from when the change is to be effective) is after the first day of the claim

start date;

The date entered (and from when the change is to be effective) is on the first day of the current

claim period, and the application is associated with a previous claim period;

The date entered (and from when the change is to be effective) is on the first day of the current

claim period and the application is not associated with a previous claim period.

3.4.8 Delete an Application

‘Delete Application’ functionality is accessed via the ‘Delete’ button on the ‘Application Summary’ tab of the ‘View application’ screen, shown below (Fig 3-27):

Figure 3-27 'View Application' screen - 'Delete' button

Click the ‘Delete’ button to delete the application. You will need to confirm the deletion or cancel the deletion.

Note: an Application can only be deleted if no payment has been made.

3.4.9 Print Application

An individual Application may be printed using the ‘Print’ button on the ‘Application Summary’ tab of the ‘View Application’ screen, shown below (Fig 3-28):

Figure 3-28 'View Application' screen - 'Print' button

You may elect to ‘Save’ your results as a PDF file.

An example of an Application Summary Report is included inAppendix 2 Sample Reports.

Delete an application

Print an Application


3.5 Roll Forward Applications Applications are generally valid for a school year, a facility is provided to ‘Roll Forward Applications’ into the following school year. The application roll forward function can be run after the 1st January each year.

Applications can be rolled forward if:

The application was ‘Claimable’ and ended on the last school day of the previous year;

The student has no applications in the current year;

The student’s year level recorded in the Application is not ‘12’ in the previous year.

The ‘Roll Forward Applications’ option is available from the ‘Control Panel’ (Fig 3-29 below), when applications meeting the criteria are found:

Figure 3-29 'Roll Forward Applications' screen

For each year level listed, a count of the number of applications that can be rolled forward is displayed. You may then roll forward applications for all the year levels listed by clicking the ‘tick box’ beside the ‘Select’ heading, or select one or more individual year levels by clicking the corresponding ‘tick box’, and then clicking the ‘Roll Forward’ button.

An example of the ‘Roll Forward applications’ screen with one year level selected is shown below (Fig 3-30):

Figure 3-30 'Roll Forward Applications' screen with year level '04' selected

Clicking the ‘Roll Forward’ button initiates the process, and displays the following message:

Tick to select all year levels


Figure 3-31 'Roll Forward Applications' request issued successfully

SCAS revalidates and re-creates Applications with the following attributes:

Travel commencement date is the first school day of the current school year;

Year levels ‘00’ to ‘11’ are incremented to the next year level (previous year level + 1);

Year level of ‘UG’ remain as year level ‘UG’;

Date travel ends is set to the last school day of the current calendar year;

Notes:

When the roll forward process is completed, all approved SCAS Users / Approvers for your school

will be notified automatically by email

As part of the Roll Forward Applications revalidation process, Applications will be excluded from the

claim when:

o The Application is not eligible, and has no ‘Accepted’ override

Examples of ineligible applications:

o The students Enrolment residential ‘Is Address Invalid’ is ‘Yes’:

There are errors in the address, SCAS cannot confirm the address:

The school should verify /correct the residential address and if necessary

change the students SCAS enrolment details

o ‘Student attending nearest campus’ is ‘No’:

SCAS has found there is one or more closer campuses than the campus selected in

your application;

o The distance from the student residential address to the enrolled campus has been

calculated to be less than 4.8km;

Note this is an overnight process

Note Automatic notification is by email


4 Claims

A ‘claim’ represents one or many applications made by a school for the payment of a conveyance allowance for a given period.

4.1 Claim Periods There are four claim periods with each period corresponding to one of the four terms of the school year. A school must ‘Submit’ a ‘claim’ four times a year: once in each claim period.

Claim Period Dates are found on the SCAS Welcome Screen / ‘Control Panel’.

4.2 Claimable Applications When an Application is created, it is flagged as either ‘claimable’, or ‘not claimable’.

The ‘life’ of an application runs from the ‘Application commencement date’ to the ‘Date travel ends’. As long as there are no changes to student enrolment data, transport details, or applicant details, an application which is ‘claimable’ will remain ‘claimable’, and be included in each period’s claim until the ‘Date travel ends’ is passed (for most students, the end of the school year).

A claim must be submitted to FPU by the due date before any payment can be made.

4.3 Preview a Claim and Request School Approval

Selecting the ‘View Claim’ option in the SCAS ‘Control Panel’ provides access to two closely related functions:

Claim Preview: where the current claim status is ‘Not Submitted’

View Claim: where the current claim status is ‘Submitted’, ‘Rejected’, ‘Ready to Pay’, ‘Pending

Payment’, or ‘Paid’

When SCAS recognises that no claim has been submitted in the current claim period, it offers the user a ‘Claim Preview’ listing all the applications that would be included in the next claim. An example of a ‘Claim Preview’ is shown below (Fig 4-1):


Figure 4-1 'Claim Preview' screen

Before submitting the claim, go to ‘Applications Report’ on the ‘Control Panel’ and check that you do not have any applications left in ‘Draft’ (or incomplete) state. ‘Draft’ Applications are excluded from your claim.

The claim must be approved by a user with ‘Provider Approver’ access. If applicable, click on the ‘Request school approval’ button to notify the ‘Provider Approver’ (by email) at your school that the claim is ready for approval.

The claim submission process must be continued by the ‘Provider Approver’, as described in section 4.3.1 below.

4.3.1 Submit Claim

The ‘View Claim’ option in the ‘Control Panel’ provides access for the ‘Provider Approver’ to ‘Submit’ a claim; see Fig 4-2 below:

Figure 4-2 'Claim Preview' screen with 'Submit' button

Preview of a claim prior to

submitting

Press to notify the ‘Approver’

that the claim is ready to submit.

‘View Claim’ option is selected

‘Provider Approver’ approves and submits the

claim

List of Applications in

the current claim


Click the ‘Submit’ button to display the following screen (Fig 4-3):

Figure 4-3 'Submit Claim' initial screen after clicking 'Submit' button

The approver may continue by certifying the claim, and clicking the ‘Submit’ button. When the ‘Submit’ button is clicked, the following message appears (Fig 4-4):

Figure 4-4 'Submit Claim' screen immediately after successful submission

Notes on submitting a claim

only authorised SCAS user(s) with ’approver‘ access can submit a claim;

a claim can be submitted only between the calendar claim period open and close dates;

only one claim can be submitted in each claim period;

once submitted to the FPU, a claim cannot be modified;

o Contact the SCAS Helpdesk to have the claim un submitted / ‘Rejected’;

o Any ‘Rejected’ claim will have a ‘Rejected Note’ from the FPU:

The school SCAS user can view the ‘Rejected Note’ relevant to each Application

and take the appropriate action to ‘Submit’ the claim again

A student may have more than one application associated with a claim for a given claim period.

Certification is required

Submit certified claim to the FPU


4.4 Modifying or Deleting a Claim Schools cannot delete a claim, but they may modify it.

Modify:

o A school may modify a claim which has not been submitted;

o Where a claim has already been submitted, a school should contact the SCAS Helpdesk

and request that it be ‘Rejected’ in order that the school make modifications.

Delete:

o A school cannot delete a claim. If the claim status is ‘Submitted’, a school should contact

the SCAS Helpdesk and request that it be ‘Rejected’.

When the FPU rejects a claim, the claim status indicates ‘Rejected’, and control of the claim is returned to the school.

4.5 Revise a Claim If there is a need to revise a claim that has already been submitted, the only course of action open is to request that the FPU reject the submitted claim. Contact the SCAS Helpdesk to have the claim un-submitted.

When the FPU rejects a claim, the following occurs:

The claim status is set to ‘Rejected’;

Each ‘Provider Approver’ user of that school is notified of the rejection by email;

Control of the claim is returned to the school.

Revising a claim consists of removing and, if necessary, modifying the applications which make up a claim. The next step is to request school approval of the revised claim and then ‘Re-submit’ the revised claim to the FPU.

4.6 Search Claims and Payments

The ‘Search Claims & Payments’ option from the ‘Control Panel’ provides access to this functionality (Fig 4-5 below):


Figure 4-5 'Claim Search' screen - after selecting 'Search Claims & Payments' option

Notes on ‘Search Claims and Payments’

Sort results by clicking the heading of any column;

Results may be saved in a PDF file by clicking the ‘Print’ button.

If no matching data is found, the message will appear: ’Your search returned no results, please try

again’.

4.6.1 View Claim

The ‘Claim Period’ column contains (Fig 4-5) links to more detailed information. Clicking on the blue link displays of the ‘View Claim’ screen Fig 4-6 below:

Figure 4-6 'View Claim' screen

Search Claims and Payments

Enter search criteria

Search results are displayed

Click the link to see detail

Value of the selected

claim

Print claim


4.6.2 Print Claim

The ‘Print’ claim report will always produce a Comma Separated Values (CSV) file, one-line summary for each Application, detailing the student, travel start and end dates with the appropriate ‘Value This Period’ together with ‘Claim Status’ and ‘Override‘ information.

The Comma Separated Values (CSV) files; is ‘SCAS_Claims_Applications_for_yyyy_Term_#_extract_yyyymmdd.csv’

Example CSV file – opened with Microsoft EXCEL below.


5 Reports

SCAS provides two major reporting facilities with the additional capability to produce / Save a PDF file.

The ‘Print’ button accesses the reports below:

‘Student Search’ screen: produces report file ‘StudentSummaryyyyymmdd.pdf’

‘View Application’ screen: produces report file ‘ApplicationSummaryyyyymmdd.pdf’

‘Claim Search’ screen: to produce the report file ‘SCAS_Claims_extract_yyyyymmdd.pdf’

‘View Claim’ screen: to produce the report file

‘SCAS_Claims_Applications_for_yyyy_Term_#_extract_yyyymmdd.csv’

Note yyyymmdd is today’s date; # represents the number of the Term such as 1, 2, 3 or 4.

5.1 Applications Report SCAS stores comprehensive data on all conveyance allowance Applications. This option is available from the ‘Control Panel’ option ‘Applications Report’, and displays a screen similar to that shown below (Fig 5-1):

Figure 5-1 'Applications Report' screen

Notes on Applications Report

an asterisk (*) may be used for partial matching: E.g. search argument of ‘smit*’ in the ‘Student

Surname’ field would return all student records where the student surname begins with ‘SMIT’;

upper or lower case searching will furnish the same result: E.g. ‘smit’, ‘SMIT’ are all equivalent;

SCAS searches all applications for this particular school: i.e. both current applications and those

that have been paid in previous claim periods;

sort results by clicking the heading of any column;

Results may be saved in a PDF file by clicking the ‘Print’ button: the default file name is

‘SCAS_Applications_extract_yyyymmdd.pdf’, where yyyymmdd is today’s date.

Applications Report Enter search criteria

Search Results Table


5.2 Student Payments Report

The information stored in SCAS regarding payments for students is available through the ‘Student Payments Report’ option of the ‘Control Panel’. The initial ‘Student Payments Report’ screen is similar to that shown below (Fig 5-2):

Figure 5-2 'Student Payments Report' initial screen

Notes on Student Payments Report

SCAS always produces a PDF file.

criteria may consist of individual students or all, a range of claim periods, one or a selection of

transport modes;

the report is sorted alphabetically by student surname, first name;

the report will only display amounts that have been paid;

if no payments or students meet the search criteria, the file will contain only the following message:

‘No students match criteria entered’;

if any payments or students satisfy the given criteria, the file will contain one or more report pages,

formatted as shown in the sample below:

Student Payments Report


5.3 Transport Summary Report

This report displays a one-line summary for each Application, detailing student and applicant information, including the amounts paid for each ‘Sequence’ (transport leg), as well as any off campus allowance.

SCAS always produces a Comma Separated Values (CSV) file; ‘TransportSummaryyyymmdd.csv’.

Fig 5-3 shows the initial selection screen for the Transport Summary report

Figure 5-3 ‘Transport Summary Report’ initial screen

Example CSV file – opened with Microsoft EXCEL


6 Troubleshooting

6.1 SCAS Login If you are unable to login to the SCAS system, please consider the following:

Ensure that your computer is connected to the internet.

Ensure you are logging into the correct system: is the URL in your browser address field correct?

Ensure you are using the correct user account and password for the SCAS system.

Passwords are case-sensitive – check your key board for ‘Shift-lock’ and ‘Caps-Lock’.

6.2 Student Search If the system is unable to find the ‘Student’ record you have specified, please consider the following:

Are you using the correct search criteria?

Perhaps the data was not entered as expected? You can try using a wildcard (*) search by keying

the first few characters of the search argument, followed by an asterisk ‘*’; e.g. smit* in the

‘Student Surname’ field

For government school users:

Is the student record in Cases21?

For non-government school users:

Has the student data been entered into the SCAS system correctly?

o The Manual Input process and or

o The ‘Import Student Enrolment Data’ process

6.3 Cannot Create a Student (non-government schools) If the system is unable to create the student record you have entered, please consider the following:

The Student VSN must be unique within a school - no two students should have the same VSN;

The Student ID is unique within a school –no two students may be assigned the same Student ID.


6.4 Import Student Enrolment Data (non-government schools)

6.4.1 Background Information

As there is no IT integration between non-government school systems and SCAS the following processes are designed to detect changes that may affect the student’s eligibility to receive conveyance allowance.

Typically, Non-Government Schools (NGS) manage their student enrolments through their own system. For efficiency and accuracy gains, it is recommended that schools import their student enrolment data into SCAS using a file formatted as specified below.

Note: that only students claiming the allowance should be included in this file.

Only non-government school users are able to enter or amend student enrolment details in bulk by using the ‘Import Student Enrolment Data’ facility.

Non-government schools must do a student data import in SCAS at the beginning of each calendar year after the ‘Roll Forward Applications’ process is complete. The import should contain every student claiming the allowance for the new school year including any new students.

Schools may elect to import more times during the year depending upon how many conveyance allowance student enrolment changes apply.

Schools with ten (10) or more students claiming conveyance allowance are strongly recommended to use the import process.

Student ‘Enrolment’s can also be entered directly into the SCAS system. Schools with a small number of (less than ten) conveyance applications may prefer the direct entry method after completing the ‘Roll Forward Applications’ process. Refer to section ‘3.2.1 Create New Student – Manual Input’ in this document for details.

6.4.2 CSV File Format

To successfully Import Student Enrolment Data into SCAS, the import file must be compliant as follows:

The file format is CSV – Comma Separated Values:

o The data encoding must be ‘ANSI’

Microsoft EXCEL and Notepad programs support CSV and ANSI

The file name extension must be ‘.csv’;

The 'Import File' must contain a header record, followed by one data record (or row) per student:

o Every data record consists of 21 fields.

Mandatory fields must contain data;

Highly Recommended fields should be provided if the data is available;

Optional fields may be empty or contain data;

All fields (even if empty, no contained data) must be separated by a comma (,):

o Except there is no comma following the last field (field number 21).


6.4.2.1 CSV Template

The FPU strongly recommends that non-government schools download a copy of the CSV template to assist with the ‘Import Student Enrolment Data’ process.

From SCAS, go to the ‘Control Panel’, click on ‘Import Student Enrolment Data’, and then click on ‘here’ to start the download template process.

Refer to Figure 6-4-2-1 ‘Import Student Enrolment Data’ screen – CSV template download below.

Figure 6-4-2-1 ‘Import Student Enrolment Data’ screen – CSV template download

6.4.2.2 CSV File – Further Technical Information

Refer to the link below for further technical information

http://www.education.vic.gov.au/Documents/school/principals/safety/scasstudimpfile.doc

http://www.education.vic.gov.au/Documents/school/principals/safety/scasstudimpfile.doc


6.4.3 Error Correction

If the system is unable to import the ‘Student Enrolment Data’ file you have specified, or rejects one or more of the records in the file, please consider the following:

Are you using the correct file? For example:

Does the structure of the file conform to the ‘Student Import Data’ format?

o The file format must be Comma Separated Values (CSV);

With the data encoding must be ‘ANSI’

o Microsoft EXCEL and the Notepad programs support CSV and

ANSI

Check the ‘Student Import History’ to identify the status and errors:

Is the ‘Import Status:’ ‘Complete’?

o Click the ‘Check Progress’ button to get the current status;

Check the ‘Informational message’ table for error ‘Icon’s and messages:

o The following ‘Icons’ indicate which records need corrective actions.

Refer to Table 1 below (Tab 6-4-3-1):

Icon

Reported Comments

Actions to be Taken -

‘Import Student Enrolment Data’ process

NO Error – SCAS has updated the

student’s enrolment None

Error - SCAS has updated the

student’s enrolment Correct your import file and


Error – SCAS has NOT updated

(rejected) the student’s enrolment Correct your import file and


Table 6-4-3-1 'Student Import' – ‘Icon’ reported

Example: The and ‘Icon’s indicate an error, refer to Figure 6-1 'Student Import' – ‘Information messages’ below.

Figure 6-1 'Student Import' – ‘Information messages’

You should use either EXCEL or the Notepad programs (or similar software) to view or edit your CSV file and follow the ‘Import Student Enrolment Data’ process again. To assist with trouble shooting your CSV file, refer to the following sections in this document:

6.4.4 View or Edit a CSV File

6.4.4.1 EXCEL

6.4.4.2 Notepad

Icon reported

Rejected record

Message reported Street

Address is Invalid


6.4.4 View or Edit a CSV File

Most non-government school SCAS users utilize the Microsoft ‘EXCEL’ or ‘Notepad’ programs (or similar software) to view and edit their CSV files.

This document is not designed as a substitute user guide and or support for the Microsoft ‘EXCEL’ or ‘Notepad’ programs. You should consult your Help Desk, the web and the programs Help functions for support.

6.4.4.1 EXCEL

When you open a CSV file with EXCEL, the program should automatically display a spreadsheet with a ‘Header’ that contains a Field (description) name and underneath that, in each cell, the relevant student enrolment data.

Notes on CSV files with EXCEL:

EXCEL interprets a comma in the CSV file as a column as displayed in the spread sheet;

No commas will be displayed.

Refer to the example below in Figure 6-4-4-1 EXCEL Display a CSV file - No commas are displayed.

Figure 6-4-4-1 EXCEL Display a CSV file - No commas is displayed.

You may elect to view or edit the student enrolment data as per the normal EXCEL program / process.

Note: If any field in your spreadsheet is empty (contains no data), when you Save your file in the CSV format, this will have a comma.

Example: In Figure 6-4-4-1 EXCEL Display a CSV file - No commas are displayed, in column H, the Header Field name is called ‘Student Exit date’, for student ‘Joe Bloggs’, cell H2 is empty (contains no data). Therefore when saved as a CSV format file, there will be a comma to represent the empty entry.

When saving your CSV file, you must ensure your file is formatted to Comma Separated Value (CSV).

E.g. Use ‘File’→ ‘Save As ’→‘Save as type:’, ‘CSV (Comma delimited) (*.csv) selections and follow the prompts.

The Header has a Field name in each column. The Header is not included as a row number

Record of student has

21 fields. This is row 1

EXCEL cells from Row 1 contains the

student enrolment data, in this case the Student Birth Date

An empty field (contains no data) will be

represented as a comma in a CSV formatted file


6.4.4.2 Notepad

Notepad is part of the Microsoft Windows operating system and is a basic text-editing program. It can be used to view and edit a Comma Separated Value (CSV) file typically identified by the .csv file name extension.

When you open a CSV file with Notepad, the student enrolment data will display the commas, typically separating each field of information with a comma.

Example: The Figure 6-4-4-2 Notepad Display a CSV file - Commas are displayed below is the same file as discussed in section ‘6.4.4.1 EXCEL’ of this document however Notepad displays the student enrolment data including all commas. In the green circle, you can see the additional comma representing empty (no data contained) for ‘Joe Bloggs’, Student Exit date’.

Refer to the example below in Figure 6-4-4-2 Notepad Display a CSV file - Commas are displayed.

Figure 6-4-4-2 Notepad Display a CSV file - Commas is displayed.

You may elect to view or edit the student enrolment data as per the normal Notepad program / process.

Notes on ‘Import Student Enrolment Data’:

If any fields in a record are invalid, only that record is rejected; i.e. SCAS continues to process the other records (if any) in the file.

o A record is the entire row of data in your CSV file for a particular student.

SCAS will report an error with a bad street address as ‘Address is Invalid’:

o Refer to Figure 6-1 'Student Import' – ‘Information messages’ above for example.

The Student Import will only update the SCAS Enrolment data:

o Existing Applications will not be updated through this process;

o SCAS will indicate Changes Detected in either of the following screens:

The ‘Number of applications excluded due to changes detected’ as indicated in the SCAS ‘Control Panel’ page or

‘Changes Detected’ set to ‘Yes’ as indicated in the ‘Applications Report’

Any Changes Detected will automatically exclude an Application from the claim even if it is claimable;

All Changes Detected should be reviewed carefully and be managed by the school as soon as they come into effect.

Changes Detected apply to SCAS fields:

o FTE

o Exit Date

o Residential Address 1

o Residential Address 2

o Residential Suburb

o Residential Postcode o Campus Address

Header with field (description) name

Record of student has 21 fields. This is

row 1

Empty field (contains no data) for ‘Student Exit date’


6.5 Application Failure

6.5.1 Application Not Created

If SCAS is unable to create a new application, the display message may indicate which fields is missing information or an ‘Unexpected Error’ message.

For a government school:

Does the system contain all the mandatory student data fields required for creation of an

application?

o Check the Cases21 system and add or amend student data in that system, and then try to

use SCAS again at the start of the next business day.

All relevant student enrolment data is obtained from and synchronised with

Cases21 by an overnight process.

Student enrolment data cannot be manually entered in SCAS; it is to be kept up to

date by Cases21.

If the ‘Unexpected error’ persists, contact the SCAS Helpdesk.

6.5.2 Application Has the Wrong Status

If an Application is not Complete, it is in a ‘Draft’ state and will not be included in a claim;

If the Application you have created has a value of zero ($0) dollars, it will be marked as ‘Not

Claimable’, irrespective of its ‘Eligibility’ status;

If the Application is ‘Not Eligible’ and has no override ‘Applied’, or has a ‘Rejected’ override, it will

be marked ‘Not Claimable’;

If the Application is ‘Eligible’ and has a ‘Rejected’ override, it will be marked ‘Not Claimable’.

6.6 Delete Application SCAS may determine that an Application cannot be deleted under the following circumstances:

The Application is associated with a claim which has been submitted

o The claim status would be one of the following: ’Submitted’, ‘Ready to Pay’, ‘Pending

Payment’, or ‘Paid’).

An Application is associated with more than one claim.

6.7 Claims

If an Application is not complete, it is in a ‘Draft’ state and will be excluded from a claim;

If the Application has a value of zero ($0) dollars, it will be marked as ‘Not claimable’, irrespective

of its ‘Eligibility’ status;

If the application is ‘Not Eligible’ and has no override ‘Applied’, or has a ‘Rejected’ override, it will

be marked ‘Not claimable’;

If the application is ‘Eligible’ and has an ‘Applied’ or ‘Rejected’ override, it will be marked ‘Not

claimable’.


6.7.1 Submit Claim Failure

The claim period has closed: in this case the SCAS displays the following message to the user:

The claim submission date period has closed. Amounts for late claims will be paid in the following

claim period. To ensure prompt payment of claims please ensure that they are submitted by the

claim closing date.

A claim with a status of ‘Submitted’ already exists for the same school: you need to review the

existing claim and determine whether FPU should be asked to reject it. Once the existing claim has

been rejected, another claim may be submitted.

6.7.2 Rejected Claim

The status of a ‘claim’ moves from ‘Submitted’ to ‘Rejected’ when initiated by the FPU when one of the following occurs:

An application override, for an application included in the claim is rejected by the FPU

The claim is rejected by the FPU for some other reason.

In either case a ‘Rejection Note’ is mandatory and is visible from the ‘View Claim’ screen. When a claim is rejected by the FPU, the claim status is reset to 'Not Submitted' and control of the claim is returned to the school.

Schools need to review the rejected claim and take any action as required on applications that are affecting the claim.

The course of action the school should take is:

Review the ‘Rejection Note’;

Revise the claim accordingly;

‘Re-submit’ the claim.

6.7.3 Suspended Claim

A claim may be suspended by FPU preventing its progression to payment.

When a claim is suspended, SCAS does the following:

Sends an email to each user with ‘Provider Approver’ access;

FPU adds a ‘Suspension Note’ to the claim;

Sets the ‘Suspended’ status to ‘Yes’.

The ‘Suspended’ status and the ‘Suspension Note’ are visible to the school user from the ‘View Claim’ screen.

Review the suspension note, and take any recommended action.

If appropriate, contact FPU to discuss the issue.


7 Help

7.1 Contacting the SCAS Helpdesk in the Family Payment Unit The SCAS Helpdesk can be contacted:

o by email: [email protected]

o by telephone: 1800 060 970, select option 1 after the voice prompt

7.2 Student Conveyance Allowance System (SCAS) Information regarding the SCAS web based program can be found at http://www.education.vic.gov.au/school/principals/finance/Pages/transportscas.aspx

7.3 For Information Regarding Conveyance Allowance Information regarding the conveyance allowance programme can be found on at http://www.education.vic.gov.au/school/principals/finance/Pages/conveyance.aspx

mailto:[email protected]

http://www.education.vic.gov.au/school/principals/finance/Pages/transportscas.aspx

http://www.education.vic.gov.au/school/principals/finance/Pages/conveyance.aspx


Appendix 1 View Application Screens

The five tabs of the ‘View Application’ screen are illustrated and described by the following screen-shots and tables:

Application Summary tab:

Appendix 1 Figure 1 'View Application' screen - 'Application Summary' tab

Application Summary tab

Field Description

Student Name The name of the student

Student ID The student identification number

Application ID The unique application ID created by SCAS

Application Status The status of the Application

Override Status of override

Travel End The date travel ends

Claim History

Claim Period The year and term of the claim

Claim Status The status of the claim

Value this period The application value for this claim period

Adjustments The adjustments for this claim period

Total for claim The total dollar amount for each claim period

Allowance Summary


Daily Estimated Amount The estimated daily dollar amount per school day

Upfront Amount The upfront dollar amount

Changes to student details detected

Field The field that change has been detected

New value The new contents of the field

Original value The original contents of the field

Estimated Payments

Term The estimated dollar amount per term

Total The estimated dollar amount total for the year

Existing Notes

Date The date that the note was created

User The name of the user who created the note

Note The text of the note


Student Enrolment Details tab:

Appendix 1 Figure 2 'View Application' screen - 'Student Enrolment Details' tab


Student Enrolment Details tab

Field Description


Student First Name The student first name

Birthdate The student date of birth

Enrolment Date The enrolment date the student started at the school

Contact Number The student contact number

Residential Address 1 The student residential address 1

Residential Suburb The student residential suburb

Is Address Invalid Calculated by SCAS as ‘Yes’ or ‘No’.

‘Yes’ is a bad address.

Student VSN The student Victorian Student Number

Student Surname The student surname

FTE Full Time Equivalent, the student time fraction

Exit Date The student exit date

Year Level The student year level

Residential Address 2 The student residential address 2

Residential Postcode The student residential postcode

Student is severely physically disabled

Is the student severely physically disabled

‘No’ is default

Student on the PSD Program Is the student on the Program for Students with Disabilities

‘No’ is default

Provider Type The provider type School; Special School; Special Setting.

‘School’ is default

Campus The campus the student attends

Campus Address The address of the campus by the student attends

Distance from home to campus The distance from home to campus calculated by SCAS

Specify a different distance The manual distance entered by the user

Student attending nearest campus

Student attending nearest campus calculated by SCAS

‘Yes’ or ‘No’


Transport Details tab:

Appendix 1 Figure 3 'View Application' screen – ‘Transport Details' tab

Transport Details tab

Field Description

Student claiming The student claiming the type of allowance:

‘To/From School Allowance’;

‘Off campus Only’;

‘To/From School & Off Campus’

Travel commencement date The date travel begins

Date travel ends The date travel ends

Single or Multi mode transportation

The travel is by Single or Multi-mode transport

Number of school days off campus per week

Number of school days per week for Off campus (VET)


Sequence

Sequence The sequence number for each transport leg.

Sequence 1 is for ‘Single’

Sequence 1 and 2 is for ‘Multi mode’

Travel Mode The type of transport; predominantly Public or Private

Ticket Frequency Public transport, the ticket / pass frequency the ticket is valid for

Ticket Type Public transport, the ticket type / pass purchased

Ticket Amount Public transport, the ticket amount is published by PTV (Public Transport Victoria)

Service Operator Public transport, the service operator business name used for providing transport

Service Route Public transport, the service route used

Travel Distance The travel distance for each Sequence (or leg) in kilometres

Furthermost or Additional Student

Private Car transport:

Furthermost is used for one student travelling in a private

car

Additional is used for more than one student in the same

car

Attachments

Filename: Used for supporting evidence

Supports most Microsoft file formats such as WORD, EXCEL, Notepad and Adobe PDF


Applicant Details tab:

Appendix 1 Figure 4 'View Application' screen - 'Applicant Details' tab

Applicant Details tab

Field Description

Applicant First Name The Parent/Guardian first name

Applicant Surname The Parent/Guardian surname

Applicant Type The Parent/Guardian type

Applicant Contact The Parent/Guardian contact number

Applicant Address Line 1 The Parent/Guardian residential street address 1


Applicant Suburb The Parent/Guardian residential suburb

Applicant Postcode The Parent/Guardian residential postcode


Overrides tab:

Appendix 1 Figure 5 'View Application' screen - 'Overrides' tab

Overrides tab

Field Description

Override Reason Code The reason for the override

Override Value / Distance The override value whether it is distance, date or amount

Override Note The note associated with the override

Override Attachment The override attachment file that that may be used as evidence to support the reason for an override


Appendix 2 Sample Reports Application Summary Report: The contents of the fields in this example of an Application Summary Report are described in the table below:


Application Summary

Field Description

Student Name The name of the student


Application ID The unique application ID created by SCAS

Application Status The status of the application

Override Status of the override

Travel End The date travel ends

Claim History

Claim Period The year and term of the claim

Claim Status The status of the claim

Value this Period The application value for this claim period

Adjustments The adjustments for this claim period

Total for Claim The total dollar amount for each claim period

Allowance Summary

Daily Estimated Amount The estimated daily dollar amount per school day

Upfront Amount The upfront dollar amount

Changes to student details detected

Field The field that change has been detected

New value The new contents of the field

Original value The original contents of the field

Existing Notes

Date The date that the note was created

User The name of the user who created the note

Note The text of the note


Student Enrolment Details

Field Description


Student First Name The student first name

Student Surname The student surname

Student VSN The student Victorian Student Number

Birthdate The student date of birth

Enrolment Date The enrolment date the student started at the school

Exit Date The date the student will exit or leave, left the school

Year Level The student year level

FTE Full Time Equivalent, the student time fraction

Contact Number The student contact number

Residential Address 1 The student residential street address 1

Residential Address 2 The student residential street address 2

Residential Suburb The student residential suburb

Residential Postcode The student post code

Student is severely physically disabled

Is the student severely physically disabled?

Student on the PSD program Is the student on the Program for Students with Disabilities?

Provider Type The student provider type may be School; Special School; Special Setting

Does student live within the designated transport area (DTA)?

This field ONLY appears if the Provider Type is ‘Special School’.

DTA is Designated Transport Area.

Campus The campus the student attends

Campus Address The campus address the student attends

Distance from home to campus The distance from home to campus calculated by SCAS

Specify a different distance The manual distance entered by the user

Is the student attending nearest campus

Is the student attending the nearest campus


Transport Details

Field Description

Student Claiming The student claiming the type of allowance:

‘To/From School Allowance’;

‘Off campus Only’;

‘To/From School & Off Campus’

Travel Commencement Date The date travel begins

Date Travel Ends The date travel ends

Single or Multi mode transportation

The travel is by single or multi-modes of transport

Travel Details

Sequence The sequence number for each transport leg.

Sequence 1 is for ‘Single’

Sequence 1 and 2 is for ‘Multi mode’

Travel Mode The type of transport

Furthermost or Additional Student

The student type recorded for the application based one or more students travelling in private car

Travel Distance The travel distance for each Sequence (or leg) in kilometres

Ticket Type Public transport, the ticket type / pass purchased

Ticket Frequency Public transport, the ticket / pass frequency the ticket is valid for

Ticket Amount Public transport, the ticket amount is published by PTV (Public Transport Victoria)

Service Operator Public transport, the service operator business name used for providing transport

Service Operator Services Public transport, the service route used

Applicant Details

Applicant First Name The Parent/Guardian first name

Applicant Surname The Parent/Guardian surname

Applicant Type The Parent/Guardian type

Applicant Contact The Parent/Guardian contact number



Applicant Suburb The Parent/Guardian residential suburb

Applicant Postcode The Parent/Guardian residential postcode


Overrides

Field Description

Override Reason Code The reason for an override

Override Value The override value whether it is distance, date or amount

Override Note The note associated with the override


Glossary

Term Definition

Application An ‘Application’ represents a request by a parent or guardian for conveyance allowance to be paid for their child.

In order to create SCAS applications SCAS must be populated with student enrolment data as it initially contains none.

CAP Conveyance Allowance Program.

Claim

A ‘claim’ represents one or many Applications made by a provider (school or special setting) for the payment of a conveyance allowance for a given period in the current school year. Claims may be positive, negative or zero in value.

Date travel ends Date on which travel has ended. The setting of this date and its relationship to the claim period end date may result in an over/under payment scenario.

DET Department of Education & Training.

DTA Designated Transport Area ONLY applies for Government ‘Special Schools’ in which the student resides.

Enrolment

An Enrolment represents a list of students in the SCAS data base that may have or have NO SCAS Applications. SCAS must be populated with student enrolment data as it initially contains none. The student enrolment data in the SCAS originates from two sources, depending on the education sector:

Government: all relevant student enrolment data is obtained from the Cases21 system by an overnight process, and schools should continue to maintain student enrolment data using that system;

Non-Government: student enrolment data must be input either

manually, or electronically, by each school; the SCAS provides tools

to assist users in this process.

FPU Family Payment Unit

FTE Full Time Equivalent. The fraction that a student is enrolled at school. E.g. 1.0 indicates full time. 0.2 is 1 day per week, 0.4 two days, 0.6 three days etc.

NGS Non-Government School.

ORC Override Reason Code.

PSD

Program for Students with Disabilities ONLY applies to Government Specialist Schools.

Deaf facilities provide a Specialist Schools for hearing impaired students within a mainstream school. Students must be on the Program for Students with Disabilities (PSD) to attend these settings. The Department has established a number of recognised deaf facilities where students may attend and receive the conveyance allowance.


Term Definition

Provider SCAS term for the school.

Rejected claim A claim which has an issue of some form which is returned / rejected for the school to rectify and ‘Re-submit’.

SCAS Student Conveyance Allowance System.

Suspended claim Suspended claims remain with the FPU. The FPU may wish to suspend payment for claims to prevent payment. Suspended claims cannot be paid until they are no longer suspended.

Travel commencement date

Date from which travel commenced. The setting of this date and its relationship to the claim period start date may result in an over/under payment scenario.

Unexpected error

Consult the SCAS Helpdesk on either:

[email protected] or

1800 060 970, option 1.

mailto:[email protected]